WP4: Project and Consortium Management Catherine Gater e-ScienceTalk Project Coordinator, EGI.eu www.e-sciencetalk.eu PY3 Review, 13 Sep 2013

Content Consumption of effort and resources Deliverables and milestones Project metrics WP4 achievements Project issues Summary PY3 Review, 13 Sep 2013

Consumption of effort and resources www.e-sciencetalk.eu PY3 Review, 13 Sep 2013

WP overview WP No. Work package title Type of activity Lead partic no. Lead partic. short name Person months * 1 Policy, impact and sustainability SUPP 2 QMUL 46 GridCafé, GridCast and GridGuide 3 APO 72 International Science Grid This Week 5 CERN 52 4 Management MGT EGI.eu 22   TOTAL 192 *Include unfunded PMs (13) PY3 Review, 13 Sep 2013

Effort consumed Y3 PLANNED Y3 CONSUMED Y3 PY3 Review, 13 Sep 2013

Y3 achieved effort Per work package Total plan (PM) Total Y3 (PM) YEAR 3 % achieved YEAR 2 % achieved YEAR 1 % achieved WP1 46 15.5 93% 92% WP2 64 18.7 80% 89% 75% WP3 52 17.5 121% WP4-M 17 5.1 82% 85% 113% WP2-UNF 8 0.0 0% WP4-UNF 5 0.6 31% 39% 18% Total 192 57.3 86% 90% Overall at 82% of planned effort for WP1-4 Funded effort at 87% of planned effort for WP1-4 Unfunded effort under-reported in Year 3 but activities carried out (e.g. events participation) Under reporting in WP2 at 80% - no impact on milestones and deliverables Under reporting in WP3 and WP4 to balance against PY1; some efforts in WP4-M not reported in the period (preparation of the final report + review Aug-Sept -0.9PMs) PY3 Review, 13 Sep 2013

Y1-Y2-Y3 achieved efforts Per Partner QMUL: catching up under reported effort previous year CERN: personnel end of temporary contract early 2013 Imperial: lack of resource already identified EGI.eu: 0.9 PMs effort dedicated to Final report and Financial report preparation not reported (period Aug/Sept) PY3 Review, 13 Sep 2013

Project Y3–Total expenditure Per cost category ALL PARTNERS Y3 plan Y3 used  % used PMs 56 59 105% Personnel Costs 323,399 330,607 102% Travel 26,220 35,404 135% Other including e-concertation meeting 76,366 25,389 33% Subcontracting 4,335 exhausted Total Direct Costs 422,880 395,735 94% Indirect costs 87,227 139,497 160% Total Eligible Costs 510,079 535,231 Max. EC Requested Contribution 452,574 420,233 93% Total project ALL PARTNERS Total Project Total used  % Total used PMs 179 182 102% Personnel Costs 995,325 1,002,533 101% Travel 87,546 96,728 110% Other including e-concertation meeting 119,000 68,023 57% Subcontracting 14,000 21,441 153% Total Direct Costs 1,215,872 1,188,725 98% Indirect costs 240,374 294,644 123% Total Eligible Costs 1,456,245 1,483,398 Max. EC Requested Contribution 1,300,000 1,267,658 Subcontracting budget exhausted (CERN) Budget indirect costs initially miscalculated @ 20% for STFC partner Total project: Personnel & travel costs linear with plan Other costs reconsidered as subcontracting Total budget balanced Note: travel costs for EC review participation not claimed yet. Amended costs claimed will be submitted after the review. PY3 Review, 13 Sep 2013

Partners Y3-Total expenditure Per Partner Overall at 93% of planned spend for PY3 Overall at 98% of funding planned for the total project PY3 Review, 13 Sep 2013

Expenditure e-Concertation meetings €40K is allocated in the DoW for the e-Infrastructure concertation events to fund logistical costs such as catering, travel and venue costs. This is allocated as €35K to EGI.eu under WP4 and €5K to QMUL under WP1 (DoW version1/03/2013) Costs for 10th Concertation meeting, 6-7 March 2013 met by EGI.eu as organisers of the event 10th CONCERTATION MEETING TOTAL COSTS OF THE 3 EVENTS: 8th CONCERTATION MEETING costs: 6,809 € 9th CONCERTATION MEETING costs: 18,043 € 10th CONCERTATION MEETING costs: 16,086 € Total costs: 40,938 € (exc. VAT) Description Cost (Euros) Day Delegate Package include Wi-Fi, security, cleaning catering (85€) 10,200 € based 120 attendees Venue main room 2,850 € based 2 days Audio-visual equipment 865 € Breaks 10€ 1,200 € Cocktail 3,660 € TOTAL 18,775 € Of which VAT not eligible 2,689€ PY3 Review, 13 Sep 2013

Deliverables and Milestones www.e-sciencetalk.eu PY3 Review, 13 Sep 2013

Review process Internal draft ready by day 1 of the PM the report is due Document internally reviewed by the e-ScienceTalk team – 2 weeks Document reviewed by the PMB – 1 week Document submitted at the end of the PM the report is due PY3 Review, 13 Sep 2013

Deliverables Del. no. Deliverable name WP no. Lead benefici ary   Delivery date (PM) Actual delivery date Status Comments D3.1 Weekly issues of iSGTW 3 CERN R 1-33 25-35 Submitted D1.2.9 e-ScienceBriefings 1, 2 QMUL 25 D1.2.10 28 D1.2.11 30 D1.2.12 32 D3.6 Report on survey of iSGTW readers and annual metrics 33 D1.6 Briefing final summary 1,2 34 D2.4 Annual upgraded version of the RTM 2 APO O D2.5 Final dissemination report on GridCafe, GridGuide and GridCast D2.6 Schools pack based on e-ScienceCity D3.7 Final report on iSGTW marketing D4.5 Final report on feedback and metrics 4 EGI.eu 36 Moved to include final figures D1.5 Final report on impact and sustainability 1 35 End of project report D4.6 Guide to dissemination for EU projects PY3 Review, 13 Sep 2013

Delivery date from Annex I Actual / achievement date Milestones Milestone no. Milestone name Work package no   Lead beneficiary Delivery date from Annex I PM Achieved Yes/No Actual / achievement date Comments MS10.9 PMB meetings 4 EGI.eu 25 Yes 26 MS4 GridCast 2 APO MS7 Posters and marketing materials 3, 2 27 MS10.10 28 29 Diary issue GridCasts 30 Event calendar MS15 Dissemination materials MS3 10th e-Concertation meeting 1,2,3 31 3,2 MS10.11 PMB meeting 32 MS6 GridGuide expanded to 100 sites 33 MS10.12 34 35 MS9 Increase iSGTW readership by 15% 3 CERN  Achieved PM28 PY3 Review, 13 Sep 2013

Project metrics www.e-sciencetalk.eu PY3 Review, 13 Sep 2013

Project metrics Recommendations from reviewers: Define what constitutes impact Include more detail on the outcomes and outputs of the products Track cross fertilisation amongst the e-ScienceTalk products Report metrics based on activities at events Final Deliverables on Impact (D1.5) and Metrics (D4.5) Project and work package level metrics gathered quarterly Small changes to the metrics for PY3 were included in D4.4 PY3 Review, 13 Sep 2013

Project metrics PY3 Work Package Metric no. Description Target Metric Comments WP1 1.1 Projects covered 40 per year Increased from 30   1.2 Reports and briefings published 4 per year Adjusted to number of reports published not printed 1.3 Countries where reports or briefings are distributed 30 per year Unchanged WP2 2.1 Sites on GridGuide 75 2.2 Bloggers contributing to GridCasts 5 per GridCast 2.3 GridCasts per year 4 in Europe per year, 1 outside Europe 2.4 New areas in GridCafé 3, one new area per year WP3 3.1 iSGTW subscribers 30% increase Including social media followers 3.2 Articles on European projects 50 per year 3.3 Projects in the iSGTW/GridCafé resources section 150 in total 3.4 iSGTW printed materials distributed 1000 in total PY3 Review, 13 Sep 2013

Project Metrics PY3 WP No. Description PY3 Target PY1 PY2 PY3 WP1 1.1 Projects covered 40 per year 38 (190%) 74 (250%) 59 (148%)   1.2 Reports and briefings circulated 4 per year 300 (75%) 4 (100%) 1.3 Countries where reports or briefings are distributed 30 per year 36 (120%) 32 (107%) 37 (123%) WP2 2.1 Sites on GridGuide 75 38 (50%) 59 (78%) 102 (102%) 2.2 Bloggers contributing to GridCasts 5 per GridCast 5 (100%) 6 (120%) 2.3 GridCasts per year 4 in Europe per year, 1 outside Europe 16 (533%) 16 (250%) 2.4 New areas in eScienceCity 3, one per year 1 (100%) 2 (200) WP3 3.1 iSGTW subscribers 30% increase 21% (70%) 28% (95%) 30% (100%) 3.2 Articles on European projects 50 per year 108 (216%) 131 (261) 71 (142%) 3.3 Projects in the iSGTW/GridCafé resources 150 in total 134 (134%) 134 (89%) 64 (43%) 3.4 iSGTW printed materials distributed 1000 in total 330 (33%) 610 (61%) 616 (62%) PY3 Review, 13 Sep 2013

Project Metrics PY3 WP No. Description PY3 Target PY1 PY2 PY3 WP1 1.1 Projects covered 30 per year 38 (190%) 74 (250%) 59 (148%)   1.2 Reports and briefings circulated 4 per year 300 (75%) 4 (100%) 1.3 Countries where reports or briefings are distributed 36 (120%) 32 (107%) 37 (123%) WP2 2.1 Sites on GridGuide 75 38 (50%) 59 (78%) 102 (102%) 2.2 Bloggers contributing to GridCasts 5 per GridCast 5 (100%) 6 (120%) 2.3 GridCasts per year 4 in Europe per year, 1 outside Europe 16 (533%) 16 (250%) 2.4 New areas in eScienceCity 3, one per year 1 (100%) 2 (200) WP3 3.1 iSGTW subscribers 30% increase 21% (70%) 28% (95%) 30% (100%) 3.2 Articles on European projects 50 per year 108 (216%) 131 (261) 71 (142%) 3.3 Projects in the iSGTW/GridCafé resources 150 in total 134 (134%) 134 (89%) 64 (43%) 3.4 iSGTW printed materials distributed 1000 in total 330 (33%) 610 (61%) 616 (62%) PY3 Review, 13 Sep 2013

WP4 achievements and project issues www.e-sciencetalk.eu PY3 Review, 13 Sep 2013

WP4: Major achievements Administration: PY3 DoW amendment completed in April 2013 PY2 costs accepted and remaining payments processed PMB meetings held, risk register monitored Project team changed, including recruitment of iSGTW US Editor (Indiana) and departure of Science Writer (CERN) Project closure activities, including final cost claims and final reports Presentations about the project at: EGI Technical Forum 2012 - Prague, eChallenges2012 - Lisbon, 10th e-Infrastructure Concertation Meeting – Brussels, ISGC’13 - Taipei Additional activities: Quarterly Reports prepared for Q9-11 in addition to agreed Deliverables and Milestones Media training carried out at EUDAT 1st Conference, ESRF, CRISP meeting Training materials added to the Guide to Dissemination for EC projects (D1.6) PY3 Review, 13 Sep 2013

WP4: Major achievements MoUs signed with 3 collaborating projects: Outreach: iMENTORS Regional infrastructures: Ubuntunet Policy: BlogForever International collaborations: Project Coordinator is current Chair of EU/US/Asia iSGTW Advisory Board Programme Committee for the 12th International Symposium on Grids and Clouds 2013, Taipei Media partner for XSEDE’13, ISC’13, SC’13 (under discussion) Networking session at ICT’13 in November 2013 with CHAIN-REDS, iMENTORS, eI4AFRICA, EGI-InSPIRE on the future of Big Data Events organisation: Logistics for 10th e-Infrastructure Concertation event in Brussels, March 2013 FP7 Success Story competition Preparation of event budgets, registration, costs Highlight MoU projects GlobalExcursion, Virtus, CRISP PY3 Review, 13 Sep 2013

Project issues - resolved Ensuring a good balance of information and contributions from collaborating projects e.g. for e-ScienceBriefings – many projects covered Slow addition of new sites for the GridGuide – target achieved, added to e-ScienceCity Sustainability of iSGTW US funding and recruitment of US Editors – funding in place for 3 years, new Editor up to speed High travel costs for all work packages due to late booking of travel – on budget iSGTW subscriber numbers are not representative of the wider readership achieved – social media and web stats give a more accurate picture Euro/CHF exchange rate for WP3 – on budget with costs balanced Redistribution of underspent funds in final 9 months - achieved PY3 Review, 13 Sep 2013

Project issues - ongoing Sustainability of iSGTW EU funding and recruitment of Asia Pacific Editor New name for iSGTW could be considered for another project Identification of funding for the costs of day-to-day maintenance of the iSGTW website by Xenomedia, once Fermilab funding ceases Relationship management within the iSGTW team across the US and EU Editorial desks Adding Russian, Chinese and other non-Roman languages to the GridCafé database. Displaying jobs from other, non-gLite sources in the RTM PY3 Review, 13 Sep 2013

Summary Close of PY2 & PY3 achieved successfully, including final DoW amendment Recruitment to US iSGTW Editor Overall at 82% of planned effort for WP1-4 Funded effort at 87% of planned effort for WP1-4 Final costs at 98% of planned levels Most Deliverables and Milestones submitted on time, or early MoUs signed in PY3 and ongoing international collaborations Project level metrics largely met or exceeded High impact for the project in PY3 Sustainability plan beyond PY3 now in action PY3 Review, 13 Sep 2013